Permissions in Practice by Numbers control which features and settings each user can access or modify. Managing permissions correctly ensures that every team member has the appropriate level of access for their role, thereby improving efficiency, maintaining data security, and reducing errors.
Permissions are organized by role, and each role determines the actions available to users throughout the platform. For example, a manager may have permission to edit goals, while a front desk user can view the schedule and send messages but not change practice settings.
đ For a complete list of all available permissions, see the User Permissions Reference Guide.
Why Permissions Matter
Permissions help maintain balance between access and accountability.
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They:
Protect sensitive data such as financial and patient information.
Prevent unauthorized changes to critical settings.
Allow users to focus only on tools relevant to their responsibilities.
Support compliance and accurate record keeping.
Streamline workflows by displaying only relevant features.
Accessing the Permissions Page
You can access and manage user permissions directly from the Roles & Permissions section.
To open the Permissions page:
Click on the person icon at the upper right-hand side of the page.
Go to New Settings â General â Roles Definitions.
Select the role you want to edit (e.g., Admin, Front Desk, Manager).
Youâll see a categorized list of permissions grouped under six components:
General
Communication
Appointment
Analytics
Payments
Forms
Permissions that are currently active appear under Included Permissions.
Permissions that are not yet assigned appear under Available Permissions.
đĄ Tip: Use the search bar or filter options to quickly find permissions by feature (e.g., âPaymentsâ or âFormsâ).
Setting Permissions for Each Role
Each role is made up of a combination of permissions. You can customize these roles based on the tasks your team performs.
To edit a roleâs permissions:
Select the role from the Roles list.
Check or uncheck the permission box as needed.
Save your changes.
Some permissions are dependent on others. If you try to enable one that requires another permission, youâll see a âBlocked Byâ message or dependency note.
Example:
To allow a user to reply to patient messages, you must first enable Access Communication Center.
Best Practices for Assigning Permissions
Follow these recommendations to manage permissions effectively:
Grant the least necessary access for each role to protect patient data.
Use consistent naming conventions for roles (e.g., Front Desk, Hygienist, Office Manager).
Review permissions quarterly or after product updates.
Avoid granting Change Practice Settings or Billing Settings permissions to non-admin users.
Use the search and filter options to confirm related permissions across components.
Troubleshooting Common Access Issues
If a user encounters a âPermission Deniedâ message or cannot access a page, verify the relevant permissions for their role.
Issue | Required Permission |
User canât view the Payments dashboard | View Payments Dashboard |
User canât send payment requests | Send Payment Requests and Charge Customers |
User canât edit user accounts | Can Edit User Accounts |
User canât view schedule | See Schedule Page |
User canât respond to patient messages | Respond to Patient Messages and Access Communication Center |
âď¸ Tip: Dependencies are common. If enabling one permission doesnât grant access, check the âBlocked Byâ column in the Permissions Reference Guide.